📄 Understanding Roles and Permissions

Understanding Roles and Permissions.

In Proptia, property managers can customize roles and permissions for non-resident users, allowing control over their experience in the platform. Follow the steps below to manage and configure roles and permissions.

Steps to Manage Roles:

  1. Log in to Proptia:

    • Access your Proptia account using your property manager credentials.

  2. Navigate to Roles:

    • Go to Organization Settings and select Roles.
    • This will display a list of all existing roles created for your community.

  3. Add a New Role:

    • To add a new role, click Add.
    • Fill out the form and click Save to create the new role.

Steps to Manage Permissions for a Role:

  1. Navigate to Permissions:

    • After creating a role, go to Permissions to configure permissions for that role.

  2. Select Organization and Role:

    • Choose your organization and the role you want to modify.
    • Click Search to bring up the available permissions for that role.

  3. Configure Permissions:

    • Click on the plus (+) icon to expand each section.

    • Choose how you want the user to interact with the different areas of Proptia. You have several options, including:

      • Edit: Full access to make changes.
      • None: No access to view or interact with that section.

  4. Automatic Changes:

    • Once you make your selections, changes are applied automatically. There is no need to click Save.

This guide helps property managers efficiently manage roles and permissions for non-resident users in Proptia. For additional support, contact your Proptia dealer.


FAQ Roles and Permissions 


What are roles and permissions in Proptia?

Roles and permissions control what users can see and do in the system. They allow you to limit access based on each user’s responsibilities.

Why should I use roles and permissions?

They ensure users only have access to what they need, which:

  • Improves security
  • Reduces errors
  • Aligns access with job responsibilities

How do I create a new role in Proptia?

  1. Go to Organization Settings → Roles
  2. Click Add
  3. Enter a role name (e.g., Assistant Manager)
  4. (Optional) Add a description

  5. Choose who the role applies to:

    • Regular users
    • Member users
    • Vendor users
  6. Click Save

What is the difference between regular, member, and vendor users?

  • Regular users: Internal users (e.g., property managers, staff)
  • Member users: Members of a club or non-HOA entity (e.g., clubhouse users)
  • Vendor users: External vendors with system access

How do I assign permissions to a role?

  1. Go to Organization Settings → Permissions

  2. Select:

    • Organization (property/community)
    • Role
  3. Configure access for each module
  4. Save changes

What permission levels are available?

Each module can be set to:

  • None (no access)
  • View Only
  • Edit Only
  • Full Access

What areas can I control with permissions?

Permissions are organized by module, such as:

  • Resident data
  • Access control (credentials)
  • Visitor management
  • Other system features

Can I restrict access to sensitive data?

Yes. For example, you can set resident data access to None to prevent a role from viewing it.

Can I assign one role to multiple users?

Yes. Roles are reusable and can be assigned to multiple users across the system.

Can I compare roles when setting permissions?

Yes. You can select multiple roles to compare access levels and ensure consistency.

What is the best way to set up roles?

  • Start with common roles (e.g., Manager, Assistant Manager)
  • Limit access to only what’s required
  • Adjust over time as needed

Who can help if I’m unsure about permissions?

Your Proptia dealer or customer success team can help guide role and permission setup.

Why are roles and permissions important?

They define the user experience and ensure the right people have the right level of control within the system.